§103.1301. Video Surveillance of Certain Special Education Settings. (a) Requirement to implement. Beginning with the 2016-2017 school year, in order to promote student safety, on request by a parent, trustee, or staff member, a school district or open-enrollment charter school must provide video equipment to campuses in accordance with Texas Education Code (TEC), §29.022, and this section. Campuses that receive video equipment must place, operate, and maintain video cameras in self-contained classrooms or other special education settings in accordance with TEC, §29.022
What We Do
Requesting Video/Audio Monitoring in a Special Education Classroom
1. Request submitted to campus principal, via Special Education Video/Audio Monitoring Request Form by one of the following authorized persons:
Parent/Legal Guardian
Board of Trustee
Staff Member
2. Campus principal emails the request to the Assistant Superintendent for Special Education. NOTIFICATION TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF REQUEST SUBMITTAL
3. Assistant Superintendent for Special Education approves or denies the request and notifies the campus principal of the decision. For approved requests, the Assistant Superintendent for Special Education follows the step below:
Sends email request with approval from Assistant Superintendent for Special Education to Facilities Services Security Maintenance Department at sm_sped@houstonisd.org. If assistance is needed the department telephone number is 713-671-1750.
DECISION FOR APPROVAL/DENIAL TO BE DONE WITHIN TWO (2) SCHOOL DAYS AFTER THE ABOVE NOTIFICATION
4. If the request is approved, Assistant Superintendent for Special Education scans and emails the signed request to the campus principal and Special Education Video/Audio Monitoring email distribution group atSpedvideo@houstonisd.org. Recipients include:
Superintendent of Schools
Chief Academic Officer
Assistant Superintendent for Special Education
Chief Operations Officer
Chief School Officers
Officer of Facility Services
Chief of Police
General Counsel
NOTIFICATION TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF APPROVAL NOTIFICATION
5. Principal communicates the denied request to the requestor. For approved requests, the campus principal follows the step below:
Notifies parents and all campus staff via Special Education Video/Audio Monitoring Memo that equipment will be installed:
Memo to parents with students in identified room
Memo to all campus staff
NOTIFICATION TO BE DONE WITHIN FIVE (5) SCHOOL DAYS OF APPROVAL NOTIFICATION
6. Facilities Services Security Maintenance Department walks the campus and completes the following:
Room survey for video/audio equipment
Design review of video, audio and surveillance
CAMPUS WALK-THROUGH TO BE DONE WITHIN SEVEN (7) SCHOOL DAYS FROM EMAIL REQUEST FROM CAMPUS PRINCIPAL
7.Facilities Services Security Maintenance Department requests quote(s) from vendor(s) based upon size of job. TO BE DONE WITHIN SEVEN (7) SCHOOL DAYS FROM CAMPUS WALK-THROUGH
8. Facilities Services Security Maintenance Department requests funds from budgeting. TO BE DONE WITHIN THREE (3) SCHOOL DAYS AFTER RECEIVING QUOTES
9. Budgeting allocates funds for Facilities Services Security Maintenance Department per request. TO BE DONE WITHIN THREE (3) SCHOOL DAYS AFTER BUDGETING REQUEST IS MADE
10. Facilities Services Security Maintenance Department creates the shopping cart and departmental fund approval
11. Information Technology (IT) approves shopping cart for technology approval. TO BE DONE WITHIN THREE (3) SCHOOL DAYS AFTER FUNDS ARE ALLOCATED
12. Procurement creates the Purchase Order (PO).
13. Vendor receives Purchase Order (PO). TO BE DONE WITHIN FIVE (5) SCHOOL DAYS FROM PROCESSING THE SHOPPING CART
14. Vendor orders video/audio equipment and cabling equipment.
15.Vendor receives video/audio equipment and cabling equipment
16. Vendor schedules installation date with campus and notifies Facilities Services Security Maintenance Department
17.Facilities Services Security Maintenance Department installs video/audio signage in predefined areas
18.Vendor installs and tests video/audio equipment and cabling.
19. Vendor notifies Facilities Services Security Maintenance Department the installation of video/audio equipment is complete and operational.
20. Facilities Services Security Maintenance Department verifies that equipment installation and server configuration is operational.
21. Facilities Services Security Maintenance Department notifies campus principal and the email distribution group at Spedvideo@houstonisd.org, which includes the Chief Academic Officer, Assistant Superintendent for Special Education, Chief Operations Officer, Chief School Officers, Officer of Facilities Services & Chief of Police of completion
22. Facilities Services Security Maintenance Department posts Goods Receipt (GR) to begin payment to the vendor. TO BE DONE WITHIN THIRTY (30) SCHOOL DAYS AFTER VENDOR RECEIVES PURCHASE ORDER
Incident Review Access Process
An incident has been reported and a request completed via the Special Education Video/Audio Monitoring Incident Report Form. The form is submitted to the campus principal reporting an incident and/or requesting to view the video. (Note: An incident can be reported by anyone.)
1.Campus principal confirms the form/request is completed in its entirety and the requester is a parent/legal guardian of the student or below to view the video as per District Policy EHBAF (Legal):
Parent/Legal Guardian
Staff Member
District Administrator
2.Campus principal approves or denies the request for video viewing depending on the description of the incident. If the request is denied, requester will be notified of the denial. APPROVAL TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF RECEIPT OF FORM
3.Campus principal scans and emails the approved Special Education Video/Audio Incident Report Form to email distribution group atSpedvideo@houstonisd.orginforming that a request for video viewing has been received. The recipients include:
Superintendent of Schools
Chief School Officers
Chief Academic Officer
Officer of Facility Services
Assistant Superintendent for Special Education
Chief of Police
Chief Operations Officer
General Counsel
SUBMISSION TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF RECEIPT OF THE INCIDENT FORM
4.Campus principal contacts Facilities Services Security Maintenance to “retrieve” the video and blur other persons for confidentiality. The contact email issm_sped@houstonisd.org FACILITIES SERVICES SECURITY MAINTENANCE WILL PROVIDE VIDEO TO CAMPUS PRINCIPAL WITHIN FIVE (5) SCHOOL DAYS OF APPROVAL AND NOTIFICATION
5.Campus principal will set a date and time for the initial viewing which can include the following staff:
Campus principal / campus principal designee
District administrator trained in de-escalation and restraint techniques
A school nurse
NO LATER THAN FIVE (5) SCHOOL DAYS FOLLOWING THE DATE OF THE WRITTEN REPORT OF AN INCIDENT
6.Campus principal will contact any of the following departments below if the initial viewing determines an investigation is appropriate:
HISD Police
HISD Human Resources
HISD Legal Department
Department of Family Protective Services
Various State Agencies
7.Response to viewing:
If a person viewing the video believes the recording documents a possible violation of the Family Code, this person shall notify Department of Family and Protective Services.
If the person viewing the video determines that a recording documents a violation of district or school policy, this person may allow access to the recording to appropriate legal and human resources personnel.
A recording determined to document a violation of district or school policy can be used as part of a disciplinary action against district or school personnel and can be released at the request of the student's parent/guardian in a legal proceeding.
Any indication of physical abuse shall be forwarded to Houston ISD Chief of Police for investigation. If the incident does not rise to the level of criminal charges, the issue shall be forwarded to the appropriate supervisor for an administrative investigation.
Any indication of violation of district or school policy shall be forwarded to the Legal department and/or to Human Resources.
8.Campus principal will notify requester with determination and if applicable, date, time and location of when the viewing will occur. A school district shall release a recording for viewing by:
A school district employee or a parent or guardian of a student who is involved in an incident documented by the recording for which a complaint has been reported to the district, on request of an employee, parent, or guardian, respectively;
Appropriate Department of Family and Protective Services (DFPS) personnel as part of an investigation of alleged or suspected abuse or neglect of a child under Family Code 261.406;
A peace officer, a school nurse, a district administrator trained in de-escalation and restraint techniques as provided by commissioner’s rule, or a human resources staff member designated by the board in response to a complaint or an investigation of district personnel or a complaint of abuse committed by a student; or
Appropriate agency or State Board for Educator Certification personnel or agents as part of an investigation.
9.Each viewing by requester will include one or more of the following HISD staff:
Campus principal / Campus principal designee
District administrator trained in de-escalation and restraint techniques
A school nurse
10.Campus principal will communicate to appropriate officials and parent/guardian the outcome of the investigation and, if applicable, the plan of resolution. WITHIN TWENTY (20) SCHOOL DAYS OF THE VIEWING
What's Required
§103.1301. Video Surveillance of Certain Special Education Settings.(a) Requirement to implement. Beginning with the 2016-2017 school year, in order to promote student safety, on request by a parent, trustee, or staff member, a school district or open-enrollment charter school must provide video equipment to campuses in accordance with Texas Education Code (TEC), §29.022, and this section. Campuses that receive video equipment must place, operate, and maintain video cameras in self-contained classrooms or other special education settings in accordance with TEC, §29.022
What We Do
Requesting Video/Audio Monitoring in a Special Education Classroom
1. Request submitted to campus principal, via Special Education Video/Audio Monitoring Request Form by one of the following authorized persons:
2. Campus principal emails the request to the Assistant Superintendent for Special Education.
NOTIFICATION TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF REQUEST SUBMITTAL
3. Assistant Superintendent for Special Education approves or denies the request and notifies the campus principal of the decision. For approved requests, the Assistant Superintendent for Special Education follows the step below:
- Sends email request with approval from Assistant Superintendent for Special Education to Facilities Services Security Maintenance Department at sm_sped@houstonisd.org. If assistance is needed the department telephone number is 713-671-1750.
DECISION FOR APPROVAL/DENIAL TO BE DONE WITHIN TWO (2) SCHOOL DAYS AFTER THE ABOVE NOTIFICATION4. If the request is approved, Assistant Superintendent for Special Education scans and emails the signed request to the campus principal and Special Education Video/Audio Monitoring email distribution group at Spedvideo@houstonisd.org. Recipients include:
- Superintendent of Schools
- Chief Academic Officer
- Assistant Superintendent for Special Education
- Chief Operations Officer
- Chief School Officers
- Officer of Facility Services
- Chief of Police
- General Counsel
NOTIFICATION TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF APPROVAL NOTIFICATION5. Principal communicates the denied request to the requestor. For approved requests, the campus principal follows the step below:
- Notifies parents and all campus staff via Special Education Video/Audio Monitoring Memo that equipment will be installed:
- Memo to parents with students in identified room
- Memo to all campus staff
NOTIFICATION TO BE DONE WITHIN FIVE (5) SCHOOL DAYS OF APPROVAL NOTIFICATION6. Facilities Services Security Maintenance Department walks the campus and completes the following:
- Room survey for video/audio equipment
- Design review of video, audio and surveillance
CAMPUS WALK-THROUGH TO BE DONE WITHIN SEVEN (7) SCHOOL DAYS FROM EMAIL REQUEST FROM CAMPUS PRINCIPAL7. Facilities Services Security Maintenance Department requests quote(s) from vendor(s) based upon size of job.
TO BE DONE WITHIN SEVEN (7) SCHOOL DAYS FROM CAMPUS WALK-THROUGH
8. Facilities Services Security Maintenance Department requests funds from budgeting.
TO BE DONE WITHIN THREE (3) SCHOOL DAYS AFTER RECEIVING QUOTES
9. Budgeting allocates funds for Facilities Services Security Maintenance Department per request.
TO BE DONE WITHIN THREE (3) SCHOOL DAYS AFTER BUDGETING REQUEST IS MADE
10. Facilities Services Security Maintenance Department creates the shopping cart and departmental fund approval
11. Information Technology (IT) approves shopping cart for technology approval.
TO BE DONE WITHIN THREE (3) SCHOOL DAYS AFTER FUNDS ARE ALLOCATED
12. Procurement creates the Purchase Order (PO).
13. Vendor receives Purchase Order (PO).
TO BE DONE WITHIN FIVE (5) SCHOOL DAYS FROM PROCESSING THE SHOPPING CART
14. Vendor orders video/audio equipment and cabling equipment.
15. Vendor receives video/audio equipment and cabling equipment
16. Vendor schedules installation date with campus and notifies Facilities Services Security Maintenance Department
17. Facilities Services Security Maintenance Department installs video/audio signage in
predefined areas
18. Vendor installs and tests video/audio equipment and cabling.
19. Vendor notifies Facilities Services Security Maintenance Department the installation of video/audio equipment is complete and operational.
20. Facilities Services Security Maintenance Department verifies that equipment installation and server configuration is operational.
21. Facilities Services Security Maintenance Department notifies campus principal and the email distribution group at Spedvideo@houstonisd.org, which includes the Chief Academic Officer, Assistant Superintendent for Special Education, Chief Operations Officer, Chief School Officers, Officer of Facilities Services & Chief of Police of completion
22. Facilities Services Security Maintenance Department posts Goods Receipt (GR) to begin payment to the vendor.
TO BE DONE WITHIN THIRTY (30) SCHOOL DAYS AFTER VENDOR RECEIVES PURCHASE ORDER
Incident Review Access Process
An incident has been reported and a request completed via the Special Education Video/Audio Monitoring Incident Report Form. The form is submitted to the campus principal reporting an incident and/or requesting to view the video. (Note: An incident can be reported by anyone.)
1. Campus principal confirms the form/request is completed in its entirety and the requester is a parent/legal guardian of the student or below to view the video as per District Policy EHBAF (Legal):
2. Campus principal approves or denies the request for video viewing depending on the description of the incident. If the request is denied, requester will be notified of the denial.
APPROVAL TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF RECEIPT OF FORM
3. Campus principal scans and emails the approved Special Education Video/Audio Incident Report Form to email distribution group at Spedvideo@houstonisd.orginforming that a request for video viewing has been received. The recipients include:
- Superintendent of Schools
- Chief School Officers
- Chief Academic Officer
- Officer of Facility Services
- Assistant Superintendent for Special Education
- Chief of Police
- Chief Operations Officer
- General Counsel
SUBMISSION TO BE DONE WITHIN THREE (3) SCHOOL DAYS OF RECEIPT OF THE INCIDENT FORM4. Campus principal contacts Facilities Services Security Maintenance to “retrieve” the video and blur other persons for confidentiality. The contact email is sm_sped@houstonisd.org
FACILITIES SERVICES SECURITY MAINTENANCE WILL PROVIDE VIDEO TO CAMPUS PRINCIPAL
WITHIN FIVE (5) SCHOOL DAYS OF APPROVAL AND NOTIFICATION
5. Campus principal will set a date and time for the initial viewing which can include the following staff:
- Campus principal / campus principal designee
- District administrator trained in de-escalation and restraint techniques
- A school nurse
NO LATER THAN FIVE (5) SCHOOL DAYS FOLLOWING THE DATE OF THE WRITTEN REPORT OF AN INCIDENT6. Campus principal will contact any of the following departments below if the initial viewing determines an investigation is appropriate:
7. Response to viewing:
8. Campus principal will notify requester with determination and if applicable, date, time and location of when the viewing will occur.
A school district shall release a recording for viewing by:
9. Each viewing by requester will include one or more of the following HISD staff:
10. Campus principal will communicate to appropriate officials and parent/guardian the outcome of the investigation and, if applicable, the plan of resolution.
WITHIN TWENTY (20) SCHOOL DAYS OF THE VIEWING
Forms and Resources:
Special Education Video/Audio Table of Contents
SpEd Video/Audio Monitoring Content
Requesting Video/Audio Monitoring in a Special Education Classroom Forms/Process
Request Form Special Education Video/Audio Monitoring
Request Form Special Education Video/Audio Monitoring (Spanish)
Request Process SpEd Video/Audio Monitoring
SpEd Video/Audio Monitoring New Video Surveillance Request Process
Requesting Video/Audio Review of an Incident:
SpEd Video Audio Monitoring Incident Report Form
SpEd Video Audio Monitoring Incident Report Form (Spanish)
SpEd Video/Audio Monitoring Incident Review Access
SpEd Video/Audio Monitoring Incident Review Access Process
Notification Memos and Letters:
Approval Letter Template
Approval Letter Template (Spanish)
Cancellation Letter Template
Cancellation Letter Template (Spanish)
Denial Letter Template
Denial Letter Template (Spanish)
Parent Notification Memo
Parent Notification Memo (Spanish)
Special Education Video/Audio Memo To Staff
Presentation:
Cameras in the SpEd Classroom P.P.
Subchapter DD. Commissioner's Rules Concerning Video Surveillance of Certain SpEd Settings
TAC 103-1301 Effective August 15, 2016
Policy:
Special Education Video/Audio Monitoring EHBAF Local Policy
EHBAF Local Policy
Attorney General’s Opinion:
Attorney General Letter